All data held, used and retained by Leavers Rural Surveyors Limited (Leavers Rural) is in line with the General Data Protection Regulations 2018. We strive to ensure all aspects of the Data Protection Act 2018 are adhered to and all guidance implemented.

The Data Protection Officer for the company is Stuart Leaver, Managing Director.

Data Retained

Leavers Rural holds certain contact details for our clients and professional contacts.

When you request information from Leavers Rural; become a client or professional contact; or use any of our services, Leavers Rural obtains and holds information about you. This statement explains how we look after that information and what we do with it.

We have a legal duty under the General Data Protection Regulations 2018 to protect your data and prevent your information falling into the wrong hands. We must also ensure that the data we hold is accurate, adequate, relevant and not excessive.

Normally the only information we hold comes directly from you. Whenever we collect and hold information from you, we will make it clear which information is required in order to provide you with the information or services you need. You do not have to provide us with any additional information unless you choose to.

We store your information securely on our secure computer system, we restrict access to those who have a need to know, and ensure any confidential information is held securely. We only disclose data to anyone that is not employed or works with Leavers Rural if this is reasonably necessary for the services you have instructed us to undertake.

We would also like to contact you in future to tell you about other services we provide, or to provide relevant information on property or business matters that we believe may be of interest. We ask for your express consent to this within our Standard Terms of Business documentation. You have the right to ask us not to contact you in this way. We will always aim to provide a clear method for you to opt out. The ability to ‘opt out’ will always be provided on any written marketing communications you receive from us. You can also contact us directly at any time to tell us not to send you any future marketing material.

Very occasionally we carry out a joint mailing with carefully selected other organizations, in order to tell you about services we think you might be interested in. Again, you have the right to opt out of this. To opt out of receiving any mail or email correspondence please email contact@leaversrural.co.uk advising of this with stating ‘OPT OUT’ in the subject title. Or write to us at our company address.

As a professional company we do the utmost to protect all data we hold and do not sell any data to third party companies.

Website Privacy Statement

Our website has a general enquiry form and applicant registration form to enable you to contact us and provide your details for us to be able to contact you to assist with any of our professional services. These forms collate the following information;

• Full Name

• Correspondence Address

• Email Address

• Phone Number

In addition, you may choose to provide us with information about your business and your website address in order for us to communicate with you regarding work/services you may wish us to undertake. If we do not have information about you we cannot interact or undertake works for you. This data is only retained for our business use.

If you are a client of ours, we will retain client files, contact information and accounts information for seven years as required by law.

Cookies

Cookies are small computer files that are stored on your computer that ensure full functionality when our website is visited. Cookies may be disabled using your browser settings however the website may not function as affectively.

Cookies are used occasionally to monitor the usage of our website and compile statistics. You may set your computer to reject cookies by adjusting your browser setting. Cookies may be disabled using your browser settings however our website may not function effectively without cookies enabled.

Protection of Information

Where practicable we take steps to minimise the risks of any data being compromised by third parties. Clients, Applicants and Users of the website should be aware that electronic transmission of data may not necessarily be secure and that Leavers Rural does not accept responsibility for changes to email/website after an email has been sent. Whilst virus checks are carried out on our electronic communications, all incoming mail should be virus checked before opening. Leavers Rural does not accept any liability for any damages or cost incurred by virus’s.

Requests for Data Held

You have the right to a copy of all the information we hold about you (apart from a very few things which we may be obliged to withhold because they concern other people as well as you). We will respond to all requests for data which we hold and supply all information within 30 days. To obtain a copy please write to our Data Protection Officer, Stuart Leaver via email (contact@leaversrural.co.uk) or at our company address – White House Farm, Brookfield Road, Churchdown, Gloucestershire, GL3 2PE.

If you identify that we hold any incorrect information for you that requires updating, please contact the DPO with the amends you need to make. We will validate and make the changes as requested and inform you of the data we have. We strive to have all data held correct and up to date.

Requests for Removal of Records

We will remove personal data on your request, provided that there is no detriment to our business operations and legal responsibilities to HMRC or other statutory and professional bodies. Requests must be made in writing and can be submitted to Powells DPO on the email above, or by post to our trading address. We will then validate ownership of the data and remove it as follows:-

• All hard copy paperwork will be cross-shredded

• All emails will be deleted

• All project files containing personal data will be deleted

Once data has been removed from all storage, a record is kept of the deletion activity and a written response will be sent to you confirming the data we have removed.

Breach of Data

We will inform individuals of any breach of data if it may have a negative impact on the privacy of that individual, or their business. We have systems in place to monitor server activity and all access to servers is restricted to Leavers Rural employees and designated users.

Leavers Rural also has a secure backup of client data and has secure restricted access.

Leavers Rural Privacy / Data Protection Policy – Updated 01 May 2018.